Tasks
Work › Tasks lists every task you can act on, whichever module raised it: a project, a goal, a KPI, an issue or a workflow.
- Mine, My team, and Everything for managers (level 3) and above.
- List or Board. The board has a column for each of the four statuses: Not started, In progress, Blocked and Done.
- Four figures: Due this week, Overdue, Blocked and Unassigned (with how many are not sized in hours).
- How much of the last 30 days' finished work served a project, a goal, a KPI or an issue, and This week's capacity for the people in view.
- Filter by status (Open, Done, All) and by date (Any date, Overdue, Next 7 days, No date), or search.
Tasks are grouped by what they serve: Projects, Goals, KPIs, Issues, Workflows and Everything else. New task adds one, with its owner, date and estimated hours.
A due date can have a time
Wherever a task is given a due date, it can be given a time too. Open the calendar beside the date, choose the day, then press Add time and pick from the list or type one (14:30, 9.30 and 2pm all work). You can also type both straight into the box: 21/11/2026 14:30. Remove time takes the time off and keeps the day. On a phone, choose the day, then Add time beside it.
A task with a time says it: due today 14:00 or tomorrow 09:30, and once today's time has passed, overdue since 14:00. Further out, the time is in the date's tooltip. A task without a time is due some time that day, as before. A recurring task keeps its time each time it comes round.
Opening a task opens the same side panel it has everywhere in Rople: its status, owner and due date, notes, documents, sub-tasks, evidence and issues, its estimate and contractor, and Book on the schedule.
A task can be marked done by the person it is assigned to, the person who created it, or the owner of the project it sits under.
Sub-tasks
A task can be broken into sub-tasks, one level deep. Each is a task of its own, with its own owner, due date, priority and status, and appears in its owner's My work saying which task it is part of. A sub-task sits on the same project and milestone as its parent.
The parent's panel shows Sub-tasks with "3 of 5 done" and a bar. Tick one there, add one in the line underneath, or open one in its own panel. A sub-task's panel names its parent and offers Make this a task of its own. Marking the parent done while sub-tasks are open is allowed; the sub-tasks stay open.
Your workspace's own statuses
The status menu on every task offers your workspace's own steps. There are four built-in statuses: Not started, In progress, Blocked and Done. A manager can rename them, change their colours and order, and add steps of their own, such as "In review" or "Waiting on client". Each added step counts as one of the four, so due dates, workload and reports keep working. A step can be removed once no task uses it.
Managers (level 3) keep this list under Organisation › Master data › Task statuses.
Meetings
Work › Meetings lists the meetings you are in, by day: Upcoming, Past or All, filtered by kind or searched by title, project or client. Four figures sit across the top: Today, This week, No agenda yet and Open actions.
Each row shows the time and length, the kind, what the meeting is about, how many are attending, how many items are on the agenda and how many actions are still open. Repeats marks a series, and You organise marks your own.
Booking a meeting
New meeting asks for:
- the title, the kind, the day, the time and how many minutes;
- where it is, a room or a meeting link;
- who runs it, and whether it repeats (daily, weekly, every two weeks or monthly);
- what it is about: a project, an engagement, a client account, a lead or a goal;
- who to invite from the team, any guests from outside, the agenda (one item a line) and its purpose.
Guests from outside
A meeting is not only for your team. Under Guests from outside, type the email address of a client, a supplier, a candidate or anybody else and press Enter, or paste several at once (straight from an email's To line, names and all). Take one back with ×. An address that belongs to somebody in your workspace invites them as a colleague instead.
How they are invited depends on your Google Calendar:
- Connected: they go on the meeting's invitation on your Google Calendar, so Google sends it, and its changes, as it does for any event.
- Not connected: Rople emails each guest an invitation from your workspace ("Acme Ltd via Rople"), with the meeting attached as a calendar file. Opening it adds the meeting to their calendar and lets them answer yes, no or maybe; their answer, or a reply to the email, comes to you. Each guest sees only their own address.
When you move, rename or cancel the meeting, guests are told the same way, and the invitation in their calendar is updated or taken off. Taking a guest off the meeting sends them a cancellation. Guests come to the next meeting in a series too. A meeting can have up to 50 guests from outside.
A meeting linked to a record shows on that record's page.
The kinds are Team, One-on-one, Client, Project review, Stand-up, Board, Brainstorm and Other.
Running a meeting
Opening a meeting opens its panel. In the header:
- Join opens the meeting's call link. A meeting with no link shows Add to calendar instead, which opens a Google Calendar invitation for it.
- Edit and Close.
If you are invited, answer with Coming, Maybe or Not coming. Whoever organises or runs the meeting, and managers (level 3) and above, can also Mark as held, Cancel (attendees are told), Put back on, Book a follow-up (or Book the next one for a series) and Delete.
Inside the meeting:
- Attendees, with each person's answer.
- Guests from outside, with how each was invited (on your Google invitation, or by email). Whoever runs the meeting records what a guest answered, can Resend an invitation (or Send again when one did not go), and can Remove a guest.
- Agenda, each item ticked as it is covered, with a presenter, minutes and an outcome.
- Minutes, written by whoever organises it and saved when you click away.
- Decisions, recorded one at a time.
- Actions, each with an owner and a date.
The next meeting in a series opens with whatever the last one left open.
Actions become tasks
An action on an ordinary meeting becomes a task with Make it a task: choose the project it belongs to, and it lands in its owner's My work. The action is done when the task is.
Brainstorms end in to-dos
A Brainstorm can be about a goal, or you can leave the goal empty and start from a blank page. Its actions are follow-ups for a person rather than work planned on a project, so they become to-dos: Make it a to-do puts the action on its owner's to-do list, shared with you so you can see it move, and tells them. The action is done when the to-do is.
To-dos
Work › To-dos is your own list: what you jot down for yourself, what somebody shares with you, and what a brainstorm left you.
- Add a to-do with an optional due date, and a time if it has one (Add time in the calendar), and share it with one person, or keep it to Just me.
- Tick it when it is done. File away moves it off your list; Filed away shows those, and Bring back returns one.
- Each line says when it is due (and Overdue once that has passed), who it is from or shared with, and whether it came from a meeting.
A to-do has no project, no estimate, and nobody's progress reads from it. Work that needs planning, hours or a deadline other people depend on is a task: add it from Tasks, or on its project.
The quick look panel
Quick look on the Meetings page opens a slim panel over whatever page you are on, titled Tasks, meetings & to-dos like the sidebar row, with three tabs: Meetings, Tasks and To-dos. It is for a glance between other work. On a phone, open it from More: Tasks, meetings & to-dos, under Work.
- Meetings lists your meetings by day, with today and tomorrow named. Prepare opens what you need before it starts, and you can tick or add action points.
- Tasks lists the tasks assigned to you, from any project or goal.
- To-dos is your list, with a line to add one.
New books a meeting, from the panel or from the Meetings page. Under Call, choose no call link, Google Meet, or a link you paste (Zoom, Teams, anything). Google Meet is offered once you have connected your Google Calendar, from the form or from Workspace settings › Integrations; until then the option says to connect first and links to where. Where Google Calendar is not available, the form says so. With the calendar connected, the form says which Google account the meeting goes on: Rople creates the Meet link, puts it on the meeting, and adds the meeting to your Google Calendar with the attendees invited from there. Cancel, move or rename the meeting in Rople and your calendar follows. A meeting on your calendar says on Google Calendar on its panel.
The link at the top of the panel opens the full Meetings, Tasks or To-dos page, for the tab you are on.
How it connects
- Tasks from projects, goals, KPIs, issues and workflows all appear in Work › Tasks and in My work. Ticking one in either place closes it once.
- A meeting about a project, engagement, client, lead or goal shows on that record.
- A task's estimated hours feed Work › Schedule (see Projects) and Workload & capacity (see Manager Cockpit).
Common questions
Why is a task here and also in My work? Because it is the same task. Work › Tasks shows tasks on their own; My work shows them mixed with everything else that needs you.
Can I give a to-do to somebody? You can share one with somebody, and a brainstorm's action becomes its owner's to-do. Work that belongs to somebody else and needs a deadline others depend on is a task.
Do guests from outside need a Rople account? No. They are invited by email and answer from their own calendar or by replying to you. They cannot open the meeting in Rople.
A guest's invitation says it did not go. The email was refused, often for a mistyped address. Check the address, take the guest off and add them again, or press Send again.
Join says Add to calendar. The meeting has no call link yet. Add one with Edit, or open the invitation and add a video call there.
Why can I not mark the meeting as held? Only whoever organises or runs it, and managers (level 3) and above, run a meeting. Everybody invited can read it and answer the invitation.